The C. S. O'Brien Library Department of Ophthalmology & Visual Sciences The University of Iowa Collection Management Policy

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1 The C. S. O'Brien Library Department of Ophthalmology & Visual Sciences The University of Iowa Collection Management Policy 1 Introduction 1.1 Purpose This policy guides the management of the C. S. O'Brien Library's collection from the decision to select a specific title for acquisition through that item's life span within the collection, ending in its eventual withdrawal when it is no longer needed. The policy addresses the need for the collection to support the University of Iowa Hospitals and Clinics (UIHC) Ophthalmology Department's mission and goals within the parameters of available resources. The premise of this policy is that no library can realistically expect to obtain and maintain all materials produced even in the relatively narrow field of ophthalmology. This policy provides the framework for decision making by establishing collection priorities and levels. This should ensure that in times of scare resources (money, personnel, and/or space), the development of the collection will remain balanced, albeit restricted. This policy is directed at the librarian who is responsible for its implementation, and to the library's users, who contribute to the policy's ongoing relevance through their use of the collection. Feedback on this policy and the collection is encouraged. 1.2 Institutional Mission. The UIHC Ophthalmology Department is dedicated to maintaining the highest quality eye care, to providing high quality education and training of ophthalmologists, and to making major contributions to the body of knowledge about the eye through research and publication Department of Ophthalmology & Visual Sciences The Department of Ophthalmology & Visual Sciences provides general ophthalmologic care including refraction, contact lens and low vision services, emergency and trauma care, and subspecialty clinics in glaucoma, neuro-ophthalmology, corneal and external diseases/refractive surgery, pediatric ophthalmology and adult strabismus, vitreoretinal diseases and surgery, ophthalmic vascular diseases, oculoplastics, orbital and reconstructive surgery, ocular oncology, ophthalmic echography and electrodiagnosis, as well as ophthalmic genetics and eye pathology. Research in all areas of vision science is also conducted through the Department, the Wynn Institute for Vision Research, other associated research laboratories, and in collaboration with the VAMC s Center for the Prevention and Treatment of Visual Loss 1.3 UIHC Mission The University of Iowa Hospitals and Clinics is a major teaching. The UIHC serves as the tertiary specialized care hospital for the State of Iowa operating in support of statewide community-based health care systems by: 1) providing a full spectrum of primary, secondary, and tertiary clinical services to all patients treated at the UIHC and through those programs of the statewide health service units.

2 2) serving as the prime teaching hospital for the University's health science colleges; and 3) serving as a base for clinical research 2 The C. S. O'Brien Library 2.1 Library's Purpose The primary purpose of the C. S. O'Brien Library is to supply published medical information (regardless of format) needed to support the teaching, research, and clinical practice needs of faculty, fellows, residents, and other staff of the University of Iowa Department of Ophthalmology & Visual Sciences. 2.2 Scope of Collection The scope of the collection pertains to its breadth. The scope of the C. S. O'Brien Library encompasses the literature of ophthalmology and the eye and closely related health care fields. Some disciplines peripherally related may be acquired as needed to support the mission of the department. 2.3 History and Background The original collection was comprised of books and journals donated by Dr. C. S. O'Brien and others, and housed on the second floor of the General Hospital in 2400 square feet of space remodeled for the purpose in In 1989, the area was redecorated and reduced to 2100 sq. ft. to accommodate a conference room for teaching and meetings. As time progressed, various technology tools were added expanding the resources to include resources other than printed sources. With the completion of the Pomerantz Family Pavilion Eye Institute in February of 1996, the library moved to a new facility. As with other areas in the department, the library's size was further reduced. Its current size is 1511 square feet. This requires closer attention to collection management than ever before. 3 Subject Scope 3.1 Collection Description Generally speaking, the O'Brien Library aims at collecting English language ophthalmology materials to the Research Level (defined in section 3.2, below), including all basic reference works and a wide selection of monographs, textbooks, atlases, periodicals in the areas of current practice and research of the UIHC Ophthalmology department. The library collection is not limited to print sources but also includes audiovisual and computer resources in subject scope. Usually, due to the nature of the medium, collection of non-print sources tends to be at the instructional support level. Guidelines for collection in specific topics may be found below. 3.2 Levels of Coverage, definitions (Definitions adapted from the Research Library Group's Conspectus Program) Level 0, Out of scope. The library does not collect in this area. Level 1, Minimal Level. Very few selections are made, very basic or selective works.

3 Level 2, Basic Informational Level. Up-to-date, general materials serving to introduce and define a subject and to indicate varieties of information available elsewhere. May include dictionaries, encyclopedias, handbooks, manuals, a few major periodicals. Not sufficiently intensive to support course work or independent study in the subject. Level 3, Instructional Support Level. Adequate to support most undergraduate or graduate instruction (depending on the subject level to begin with) or to sustain independent study. Adequate to maintain knowledge of a subject (continuing education) at less than research intensity. Wide range of basic monographs, complete collections of the works of major/more important writers, selections from other writers, a selection of representative journals, reference tools and fundamental bibliographical apparatus pertaining to the subject. Level 4, Research Level. Includes the major published source materials required for dissertations and independent research. Includes materials reporting new findings, scientific experimental results. Includes important reference works and a wide selection of specialized monographs, extensive collection of major journals and indexing/abstracting services in the field. Some older materials are retained for historical research. Level 5, Comprehensive Level/Special Collection. Library endeavors, as much as is reasonably possible, to include all significant works of recorded knowledge (publications, manuscripts, etc.) in all languages, for a necessarily limited field. The aim, if not the result, is exhaustiveness. Older material is always retained for historical research. 3.3 Core Subjects and Collecting Level In the core areas of ophthalmology, greater emphasis is placed on the clinical practice of ophthalmology, research materials, and specialized monographs, rather than instructional or basic materials. Subjects of greatest focus within ophthalmology are listed alphabetically below. Ideally, all collection levels should reflect the research and practice levels of the department and should be collected at level 4 as defined above. The main thrust of current purchases is to maintain an up-todate research collection. Consumer Health Information or materials written for patients is generally considered to be out of scope. Cataract Contact lens service Corneal and External Disease Emergency and trauma care of the eye and orbit Glaucoma Hereditary Diseases of the Eye (Ophthalmic Genetics) Low vision / Vision Rehabilitation Neuro-Ophthalmology Ocular Electrodiagnosis and Electrophysiology Ocular oncology Ocular pathology Oculoplastics Ophthalmic Diagnostic Techniques Ophthalmic Photography and Imaging Ophthalmic Pathology Ophthalmic Surgery Ophthalmic Vascular Diseases Orbital and Reconstructive Surgery Pediatric Ophthalmology and Adult Strabismus Perimetry and Visual Fields Refraction Refractive Surgery Vitreoretinal Diseases and Surgery

4 3.4 Peripheral Subjects and Collecting Level Subject Computer Software Books General Anatomy General Medicine/Surgery 1 General Pathology 1 General Reference Tools 1 General Therapeutics 1 Level Medical Library and Information Science 0-1 Optometry Orthoptics Patient Education Materials 0-1 Pharmacology/Drug Information 1 Fiction and Popular Works 4 Selection/Deselection Criteria 4.1 General policies regarding scope and coverage 0-1 (Very minimal) 1 (Minimal) 2 (Basic) 3 (Instructional Support) 0 (are not collected) These policies define the emphasis of the collection and set its limits, but they only narrow the universe. They do not answer the question of which book to purchase, which journal to subscribe to, which electronic file to provide access to. The following, more specific criteria are used to guide individual decisions Monographs (books, etc.): Subject scope: How central is the subject to the department's mission and goals? How does the topic relate to teaching, research or clinical programs? Need: Is the topic of current clinical or research interest? How unique is the book? Readership: Materials selected are generally at the post-graduate or professional level. Textbooks are selected for comprehensiveness and reference value. Very few publications for allied health fields, technicians, or laboratory staff are collected, unless specifically needed to support ophthalmology training programs. In unusual circumstances and upon request by the faculty, the library will collect representative materials designed to help Ophthalmology department personnel to educate patients. Popular works written for non-professional audiences are generally not acquired. The library does not collect for patients or the general public. Authoritativeness: Who are the authors/editors? What is their institutional affiliation? Are they leaders in the field? Works of local authors are acquired regardless of any other criteria. How thorough is the treatment of the subject? How up to date are the references? What is the quality of the illustrations? If the book is an update of an old edition, what is the history of use of the older one? Is the book on any core list (Brandon-Hill or AVSL)? Selectors need to be especially careful in selecting proceeding of conferences taking into consideration: editorial quality, timeliness, subject

5 applicability, location (tropical climates in February and resorts as suspect), sponsoring society. Meetings of invited participants in new research areas may be important to obtain. Cost: What is the cost in relation to the size and potential use of the publication? In relation to the importance of the subject and long term value to the collection? Physical qualities: Is it easily used, read, handled? Is it durable? Is it well indexed? Are there footnotes/bibliographies? Are the illustrations clear? Language: Almost all current book purchases are in English. Other languages considered and collected on a very limited basis are French and German. Chronological Periods: The library has very llittle published more than 20 years ago (except bound journals). Only books published in the last 3 years are routinely purchased (exceptions being items specifically requested by faculty). Some old texts of lasting historical or reference value are kept archivally. Texts older than 10 years are evaluated for discard. Historical or intrinsically valuable books are considered for addition to the Rare and Brittle Book Collection. Format: Most formats of materials are considered for addition if other criteria are met with the proviso that equipment is available on which the format may be used (computer, CD-ROM, DVDreader) and that it is reasonably durable. Duplicates: Duplicate copies are ordinarily not purchased. Exceptions may occur when one copy is to be kept on permanent reserve or in a clinic area or when an item is very popular with residents, faculty or fellows, but only if resources permit. Duplicate issues of some frequently used books are in the collection due to gifts and are retained as shelf space permits. Duplicates are weeded as use declines. Exam Review Books and Study Guides. A select few of the most heavily requested review books that are issued by a major medical publisher or organization may be acquired. Outdated or superseded editions are withdrawn. Ephemeral and insubstantial materials such as pamphlets, brochures, leaflets, and product catalogs are not collected except in cases when specifically requested by faculty, as space permits, and for only as long as it remains in date. These are not cataloged but are kept in the vertical file cabinet Serials Primary emphasis is placed on the acquisition of current serials and monographs but not to the exclusion of other formats. Subject Scope and Publication Quality: Is the subject central to the subjects mentioned above in section 3.3? How does the journal relate to the department's programs? Does the publisher have a reputation for high quality research publications? Is the journal an official publication of a professional society? Are the articles refereed? Are the articles substantive? Do the articles present new information? What are the institutional affiliations of the authors? the editorial board? Is it indexed in available indexes or databases? Other considerations: Faculty recommendation, where/if indexed, cost, frequency and format, type(s) of publication and readership Clinical research: Substantial authoritative journals reporting research and new findings in ophthalmology are the highest priority. Journals in high demand are generally acquired if possible. Periodicals whose primary purpose is for continuing education (CME) are usually not acquired.

6 Clinical practice: Periodicals that mainly report case studies, procedures, or are generally descriptive are collected selectively. Bibliographic accessibility through indexes or databases (e.g. PubMed) is extremely important. Reviews and Summaries: (Annual Reviews, Surveys, Yearbooks, Advances) Reviews are valuable for researchers and clinicians to keep up with new developments in areas beyond their own area of expertise or who need an overview of a topic. Reviews are also useful for an historical record of developments of ophthalmology. In selecting these, the librarian must consider reputation of the publisher (and publication), lack of coverage elsewhere in the collection, positive recommendations of the faculty. Where use is minimal, subscriptions should be discontinued. Newsletters are not collected. Backfiles: When the library first subscribes to a journal, a decision is made regarding earlier volumes. If the journal is a new one and has only been published a year or two, then an attempt is made to acquire it from the first volume. If it is not a new journal, a judgment must be made about the importance of earlier volumes, the nature of the demand, and its availability from other sources (such as online). The availability and cost of the volumes themselves may be the determining factor. If there is another copy on campus, there is rarely justification for acquiring duplicate backfiles. Subscription review: Although the decision to subscribe to a periodical implies a certain commitment, it should no means be considered a permanent one. Needs change, interests change, priorities change, and publications change. For this reason, the library must periodically evaluate the usefulness of the serials collection taking into consideration use, availability elsewhere, general rankings (such as in the Journal Citation Reports). Unfortunately, price must also be a consideration. Some journals and publishers set price increases so steep that sustaining a subscription is not practical. Alternate sources such as interlibrary loan and document delivery must be considered as an alternative Computer software In general, three categories are collected: computer assisted instruction, information management, and curriculum-related applications (online access to books and journals is not considered to be computer software). Exceptions are made as requested by faculty and are primarily related to the acquisition and use of information in ophthalmology. When available and economically feasible, the network version should be purchased. 4.2 Deselection or Weeding Deselection is particularly important to keep it confined to space allotted and for maintaining the collection's relevance. Weeding is done on an item-by-item basis. Important considerations are outdated or inaccurate content, conspicuous deviation from current health practice or therapy, deteriorated format, and format obsolescence. Due to space limitations, a policy of add one item, subtract another has been in effect since July Weeded materials are offered to residents and fellows of the department, library exchange lists such as Backmed-L and AVSL, and to the Hardin Library. Any materials, including gifts, that are not desired by anyone on the list will be thrown away or offered to Better World Books (

7 5 Gifts The library accepts gifts of materials that meet the scope and coverage criteria for the collection. Items and collections are accepted with the understanding that they may be retained or disposed of in the manner most beneficial to the library. The appraisal of a gift to the library for tax purposes is the responsibility of the donor. The acceptance of a gift which has been appraised by a third party does not in any way imply endorsement of the appraisal by the library. The librarian will provide a written acknowledgment of the gifts received and items retained for integration into the collection will have an acknowledgment gift plate affixed. 6 Replacement Lost, damaged, or worn-out materials are not automatically replaced. Each candidate title is evaluated against the following criteria: Historical or reference value Extent and currency of other titles on the subject already in the collection. Demand 7 Updating Feasibility of replacement or repair This policy should be reviewed at least every 3 years and revised as needed. This policy should not be used as an excuse to exclude new formats or subjects when it is obvious it should be added to the collection. Additions should be given careful and intelligent consideration and incorporated into the policy as needed. Document History: This superceeds the Collection Development Policy originally adopted in 1994 and updated semi-annually until Adopted, February 23, Keith D. Carter, Larry McGranahan, Patricia Duffel, Library Committee